Team Assistant

The Team Assistant provides a wide range of office support and administrative functions at the UN Human Rights Training and Documentation Centre for South-West Asia and Arab Region in Doha. The role involves administrative support, document preparation, logistical assistance, digital content creation, and IT troubleshooting under the supervision of the Administrative Associate.

Responsibilities

• Performs a wide range of office support and administrative functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; assists in verification of receipt and accuracy of requisite documents, approvals, signatures, etc.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries, referring inquiries as necessary.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; prepares and distributes various materials, reports, and coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks including leave and attendance recording, arrangements for meetings and events, reservations, budget follow-up, and processing administrative requests/documents.
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and hardware as well as office equipment support and acquisition.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Assists with the collection and analysis of data and preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Supports developing, publishing and monitoring content on the Centre’s digital platforms (social media and website), newsletters and promotional collateral in Arabic.
• Assists with visualizations and updating information material such as web pages or brochures by utilizing graphic design and video editing software to produce multimedia content.
• Assists in asset management including entering assets and asset transactions into the automated inventory management system.
• Undertakes routine troubleshooting of server systems and escalates issues as necessary in coordination with the Help Desk.
• Assists in responding to requests from office users and resolving hardware, software or connectivity issues, and deploying/configuring systems in coordination with the Help Desk.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• A minimum of three (3) years experience in general administrative office support or related area is required.
• The minimum years of relevant experience is reduced to 1 for candidates who possess a first-level university degree or higher.
• Experience in logistical support including travel arrangements for workshops and events is desirable.
• Experience in using ERP system such as Umoja is desirable.
• Experience in creating content for digital platforms (social media and website) is desirable.
• Experience in working with the UN system or similar international organizations or diplomatic circles is desirable.
• English language proficiency at UN Level III in reading, writing, listening and speaking is required.
• Arabic language proficiency at UN Level III in reading, writing, listening and speaking is required.

Skills

• Administrative Support
• Office Management
• Travel Arrangements
• Logistical Support
• ERP System Experience
• Umoja
• Digital Content Creation
• Social Media Content Creation
• Website Content
• IT Troubleshooting Support
• Document Preparation

Languages

English, Arabic